Retention Scheduling & Disposition Flashcards
7 cards from real CRM practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Retention Scheduling & Disposition flashcards as text
When developing a records retention schedule, which step should typically come FIRST?
Answer: Conducting a records inventory to identify all record series in the organization
A comprehensive records inventory must be completed first to identify all existing record series before retention periods can be researched and assigned.
Which government authority is the primary source for determining federal records retention requirements for U.S. federal agencies?
Answer: The National Archives and Records Administration (NARA)
NARA establishes records management standards and retention schedules for federal agencies and must approve the disposition of federal records.
A 'general records schedule' (GRS) differs from an agency-specific schedule in that it:
Answer: Covers common administrative records found across multiple agencies or organizations
A General Records Schedule covers common administrative records (e.g., payroll, travel, routine correspondence) that are shared across many organizations, streamlining scheduling efforts.
Which retention period would MOST likely be assigned to routine administrative correspondence with no legal or fiscal significance?
Answer: 1–3 years
Routine administrative correspondence with no legal, fiscal, or historical value typically has a short retention period of one to three years based on operational need.
In a function-based retention schedule, records are organized according to:
Answer: The business function or activity that created the records
A function-based schedule organizes records by the business functions they document (e.g., procurement, human resources), making it easier to align retention with operational and legal requirements.
Which of the following is an example of applying a 'cutoff' rule to a record series?
Answer: Closing a file at fiscal year end before beginning the retention countdown
A cutoff rule specifies when a file unit or record series is considered complete (e.g., at fiscal year end), which then starts the retention period clock.
Which professional organization publishes widely recognized standards and best practices for records retention scheduling in the United States?
Answer: Association of Records Managers and Administrators (ARMA International)
ARMA International is the leading professional organization for records and information management and publishes standards, guidelines, and best practices including the Generally Accepted Recordkeeping Principles.